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License requirements for my power automate

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Posted on by CU07100822-0

Dear all,

I have a requirement to build couple of forms for auditing in Power apps. I will use either dataverse, sharepoint or sql server as a data source.

I will use power automate to fetch and store data or for emails.

My organisation is already using office 365 with e3 licence and e5 security add ons.

We have 150 users/employees to use this application. Only some of them with admin power can do CRUD operations on forms - rest will only use them to add/update/delete data.

What will be the license I should use here? I am confused between Premium connectors. Can all of them who are already office 365 users can access this app?

THe app will be permission based. So I will create roles for them based on Team. For example, Audit/Admin Team can have the full access. Rest of them will be basic user.

I want a cost effective solutions. Our users might gets double in future (say 3 years time)

Please suggest, what licence package I should use here?

Kind regards,

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Building Power Apps

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mmbr1606 14,605 Super User 2025 Season 2 on at

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hey

if it is requiered that every user user needs to interact with data you would need a premium license for every user

what you can do is habe a per app license (this only makes sense for 1-4 apps/flows users are using because its cheaper)

in the future it would save more costs using a per user license where it does not matter how many apps/flows you have.

if it helped please mark as verified answer.

cherrs

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CU07100822-0 12 on at

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Thanks for your answer - So, I only need the other user to interact with applications for their data - No changes in form etc. Even in this case, I need to take premium license for every users? Please confirm

The option for per apps - can you explain it again, So I need to take one Apps, all users will be able to connect with them irrespective of the admin/basic user permissions?

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WarrenBelz 153,079 Most Valuable Professional on at

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Hi CU07100822-0

Firstly SharePoint can be accessed on the current licences you have (so if you want cost effectiveness, that is probably the direction to take), whereas Dataverse and SQL will require each user to have a Premium (per app or per user) licence. Dataverse in particular is a more flexible/capable data source, however the extent of this advantage will depend on the scope of your requirements.

The level/permission is not related to the required licence as any connection needs to authenticate that the user has the required licence level.

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CU07100822-0 12 on at

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Thanks once again for your prompt response.

What you are suggesting is use Share point as data source instead of sql server and data verse and Use Power apps as front apps.

One question is for the front website:
Power Apps vs Share point - Can I have my whole audit form requirement to be done in share points instead of using Power Apps?
What is the benefit of Power Apps over Share point if I go with Power Apps building forms?

Can you please suggest?

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mmbr1606 14,605 Super User 2025 Season 2 on at

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hey

you have the whole version history in sharepoint and can always see who and when an item has been modified.

in powerapps you would be able to modify the form way more than you could do in sharepoint thats the advantage of using powerapps

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WarrenBelz 153,079 Most Valuable Professional on at

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Hi CU07100822-0

SharePoint itself can use a Power Apps Integrated Form, but its native interface is very much a very basic "flat file" manager and probably not what you want. There is no additional cost for either an integrated Power App or a Canvas App connected to SharePoint Lists.

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CU07100822-0 12 on at

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Cool, thank you so much for this quick comaprison.

Coming back to my question which I need clarification -

The option for per apps - can you explain it again,

So I need to take one Apps, all users will be able to connect with them irrespective of the admin/basic user permissions?

And I do not have to take the premium user license? what is I am missing here?

WIll it allow me to connect to share point and use power automate for sending emails etc?

Is it restricted or limited? Many thanks once again

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mmbr1606 14,605 Super User 2025 Season 2 on at

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yes you can connect any sharepoint list to the power app, you can also run a power automate flow from a button click or use the trigger when an item is created or modified (or any other trigger u want)

cheers

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WarrenBelz 153,079 Most Valuable Professional on at

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Hi CU07100822-0

Yes to all of those questions. I have been using nothing but SharePoint with Power Apps for nearly 7 years and have not found anything I could not do. Naturally there may be exceptions to this based on the complexity involved and data size required.

I am not sure how to explain it again beyond what I have posted - what in particular do you want to know ?

Please click Does this answer your question if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it a Like.
MVP (Business Applications) Visit my blog Practical Power Apps Buy me a coffee

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CU07100822-0 12 on at

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Thanks to all of your.

Just I want to clear up one thing. Can I use license per apps with combination of Power Apps and Share point as data source.

Will it suffice my requirement with 150 users? and if it goes beyond. I do not have to take premium licence at all? Or still for few users like for developers and super admin, I need to take premium license? Sorry for being silly, please if you can answer this.

Many thanks once again

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